April 28, 2004

DLMSO

MEMORANDUM FOR SEE DISTRIBUTION

SUBJECT:Defense Logistics Management System (DLMS) Finance Process 

Review Committee (PRC) Meeting (March 11, 2004)

The attached minutes of the March 11, 2004 Finance PRC Meeting are forwarded for your information and appropriate action.  The next Finance PRC meeting is scheduled for  June 15-17, 2004 with DFAS Denver hosting.  The Defense Logistics Management Systems Office (DLMSO) point of contact is Mr. Dennis Thomas, 703.767.0682, dennis.thomas@dla.mil.

Attachment

DISTRIBUTION:

ADUSD(L)SCI

Finance PRC Representatives

April 27, 2004

DLMSO

MEMORANDUM FOR RECORD 

SUBJECT:  Defense Logistics Management Standards (DLMS) Finance Process Review Committee (PRC) Meeting, March 11, 2004

A.   **PURPOSE**:  The DLMS Finance PRC met in room 3801, McNamara Building (HQDLA), Fort Belvoir, Virginia to discuss Military Standard Billing System (MILSBILLS), interfund billing system, and other PRC matters.  A list of meeting participants is enclosed.  The next quarterly Finance PRC meeting is scheduled for June 15-17, 2004 and will be hosted by DFAS Denver.  These minutes and other information will be posted on the Finance PRC web page http://www.dla.mil/j-6/dlmso/Programs/Committees/Finance/financeprc.asp .

B.   **DISCUSSION SUMMARY**

1.   **UID and DLMS Migration Workshop.** Most of the attendees also participated in the workshop and found it informative.  Ms Scott, the Air Force representative, provided the DFAS migration briefing at the workshop. With regard for the DLSS migration, it is the consensus opinion of the committee that migrating away from the DLSS by the beginning of next year is not feasible. There is also a concern that there is no funding for changes to the 50 pure accounting legacy systems and the many service owned feeder systems.  Although we have no specific or defined PRC related requirements for the UID, the committee agreed we should begin including the UID data where we expect the data will be needed in the finance transactions.**ACTION:**  Mr. Thomas will draft UID related changes to the DLMS finance transactions for review at the next PRC meeting.

2.   **Business Partner Network (BPN) ConOps.**The committee discussed the draft version 3 of DOD’s Concept of Operations for obtaining and using the business partner network number (BPNN) for all Intragovernmental transactions.  All DoD entities which buy or sell must have a BPNN.  Appropriated activities will use a DoDAAC based BPNN.  Non-appropriated entities will use a DUNS based BPNN.  Key data included in the BPNN reference tables include whether the seller is a credit card merchant, the Agency Location Code, the accounting station, and information for several types of contacts.  The deadline for complete and accurate update of BPN data is Jul 1, 2004.  Since the Finance PRC will be using some of this data in our processes and the BPN information and related processes is primarily a financial matter, PRC members and others in the financial are strongly encouraged to assist your TPN coordinators in updating BPN data associated with DoDAACs under you cognizance.  You can obtain more information on the BPNN and look up BPNN data for DoDAACs at : https://www.daas.dla.mil/tpn_inq/tpn_menu.html. Please note, the website still uses Trading Partner Number (TPN), the old name for the BPNN. **ACTION:** Focal Points review BPN data for “your” DoDAACs and assist your TPN coordinator in assigning or validating the accounting stations, agency location codes, and similar BPNN related data.

3.   **Business Partner Number (BPNN) Brief.**Mr. Jackie Carter, DLMSO, the DoD Registration Official briefed the committee on the BPNN.  The briefing was similar to what was discussed during the earlier ConOps discussion.  Currently the DoDAAC service points serve as the POC for updating BPNN data.  Apparently, plans are underway to assign registration officials for each Agency and they, rather than the DoDAAC service points, will be responsible for the BPNN data.  For now, however, any changes needed to the BPNN data discovered by a PRC member should be provided to Mr. Jackie Carter Jackie.carter@dla.mil.**ACTION:**  None

4.   **Approved DLMS Change 110, DAASC Processing of AF Requisitions and Requisitions with Billing Restrictions.**  The change was finalized and signed during the meeting.  The change is effective for transactions processing through DAASC sometime before March 21, 2004.  For Component systems, the change is effective no later than Oct 1, 2004; however, legacy systems may implement as part of their modernization program.  The change requires the reject of interfund bills when the bill-to Office DoDAAC is a prime vendor contractor, is a non-appropriated funded activity, or is not eligible for billing.  It also requires DAASC to change the fund code to XP for certain bill-to offices, to reject requisitions when the requisitioning DoDAAC has been identified within MILSBILLS as not authorized to place orders or the bill-to DoDAAC is not authorized for billing.**ACTION:**  None

5.   **Billing and Adjustment Procedures**.  The current MILSBILLS billing and adjustment procedures are not working and are, for the most part, not being used.  The committee agrees, at a minimum, that we need to incorporate the web in the adjustment request and reply delivery process and better get sellers to respond to adjustment requests.  Changes needed, current problems, and constraints, as well as known issues related to the adjustment process will be discussed during the next meeting.  The objective would be to identify the re-engineering and process changes needed to meet current needs.**ACTION:** Mr. Thomas will have a draft version of a web based change for discussion at the next meeting.  Mr. Thomas will prepare an approved change revising the retention period for interfund bills at DAAS to two years.  Focal points will contact their users, as needed, to assist them in understanding what needs to be fixed.  All should review the statistical, routing identifier based, billing adjustment reports available at DAASC.

6.   **Interfund Reporting and DLMS**.  When the DLMS was developed, the committee decided that X12 based transactions supporting inter-departmental and treasury reporting were not needed.  The idea was that this would become an internal, DFAS application based process.  For various reasons this has not been accomplished.  The committee now agrees Mr. Thomas should proceed to develop X12 and XML based DLMS transactions to cover the interfund related transactions and reporting between accounts offices. **ACTION:** Mr. Thomas will identify X12 based transactions which will satisfy the requirement for interfund related transactions and reporting between accounts offices and discuss during the next meeting.  PRC members are urged to consider this matter as well during the interim and pass any ideas to Mr. Thomas.

7.   **Standards for Passing Appropriation Data in DLMS X12 and XML Based Transactions.**Currently there is no real standard for passing discreet appropriation data within the DLMS.  The current DLMS standard allows for optionally passing the discreet data but only requires and uses coded (fund code) data.  Now that the migration to DLMS has been accelerated the Administrator believes the PRC needs to take the lead in developing a flexible, comprehensive standard for passing and using appropriation (line of accounting) data within the DLMS; that is, with any logistics or acquisition transaction.**ACTION:** Mr. Thomas will work with the DFAS eBusiness Program office and others to draft an approach or standard which will be discussed during the next meeting.  PRC members are urged to consider this matter as well during the interim and pass any ideas to Mr. Thomas.

8.   **Air Force Interfund Meeting.**The Air Force had an interfund meeting with their users in February.  The interfund related problems they focused on where, for the most part, resolved with ADC 110.  Focal points were asked to advise Mr. Thomas, as the Air Force did, whenever they were having a significant MILSBILLS or interfund related meeting.  Mr. Thomas wants to try to regain the pulse of the MILSBILLS and interfund.**ACTION:**  None

9.   **Other Topics.**

(a).   **Duplicate Bill Numbers.**There is still a duplicate bill problem with bills processing through DAASC.  Unlike the “false” duplicates wherein DAASC provides copies of bills requested and activities fail to recognize the retransmit indicator, this appears to be a violation of the bill number assignment criteria.  The Army activity in question is using the same bill number more than once in a calendar year.**ACTION:**  None

(b).   **Retention of Interfund Bills.**Given the ongoing problems with adjustments, DFAS reconciliation and accounting requirements, the committee entertained a member’s suggestion regarding the retention of interfund bills at DAASC.   Namely, to extend the retention of bills processing through DAASC from 1 year (two for security assistance) to two years for all.  The committee agreed to approve this as an administrative change.**ACTION:**  Mr. Thomas will prepare an approved changed, effective as soon as DAASC can implement.

(c).   **Interfund Training..**SAIC has completed a prototype interfund training course for DFAS use in training DFAS personnel.  The prototype was being reviewed by some of the focal points as part of an initial training course the week following the meeting.  According to the material provided by DFAS DE, the course provides a background to the Interfund, MILSTRIP/MILSBILLS, and service-specific Interfund processes and systems. Students will locate references on the Internet (or DFAS Extranet as appropriate) to look up specific Interfund references and databases. Service-specific Interfund processes will be discussed and practiced.  DLMS procedures require the DLMS administrator to review all DLMS related training courses.  Focal points were asked to advise Mr. Thomas of any DLMS, formal or informal, related training they develop or come across. **ACTION:**  Ms Scott will provide copies of the course materials to Mr. Thomas who will review the material.

Prepared by:  

Enclosure

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